Receiving Goods

Every inbound shipment is recorded as a GRN (Goods Receipt Note) against an open purchase order. This is how stock gets into Atrope.

Before you receive

Make sure:

  • A purchase order exists for the goods arriving
  • The PO is in Approved, Sent, or Partial Receipt status
  • You know which facility and location the goods are going to

Step-by-step

  1. Navigate to Procurement and open the relevant PO
  2. Click Record receipt — this opens the receipt form
  3. For each line with open quantity:
    • Confirm or adjust the Qty receiving (pre-filled with the open amount)
    • Enter a Lot / Batch code if the item is lot-tracked (e.g. LOT-2026-A)
  4. Review the summary at the bottom: total units across all lines
  5. Click Post receipt

What happens when you post

  • A GRN is created with an auto-generated reference number (e.g. GRN-2026-0031)
  • Stock is added to the selected facility at the default receiving location
  • Ledger entries are posted for each line
  • Lot records are created or updated
  • PO status updates automatically:
    • All lines fully received → Fully Received
    • Some lines still open → Partial Receipt

Partial deliveries

If a supplier delivers in multiple shipments, record each delivery separately. The PO tracks cumulative received quantities — each receipt form shows you exactly how much is still open per line.

Lot codes

If you don’t know the lot code at time of receipt, you can leave it blank and update the lot record later. However, for full traceability it’s best to capture the lot code on the day of receipt.

Discrepancies

If you receive a different quantity than the PO specifies:

  • Less than ordered — enter the actual quantity received. The remainder stays open.
  • More than ordered — Atrope caps receipt at the ordered quantity. Raise a separate PO for the excess.
  • Wrong item — do not receive it against the PO. Contact your supplier and create a return if needed.